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PRINCE2 2009 - Directing Projects with PRINCE2 part 26

Authorize initiation

Context

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In the section covering ‘Starting up a Project’ we described how, in the Starting up a Project process, the project management team is appointed and the outline Business Case is developed; also, how the Project Brief and Initiation Stage Plan are developed by the Project Manager.

Authorizing initiation is the first activity in the Directing a Project process and covers the Project Board’s activities to review and approve the outline Business Case, Project Brief and Stage Plan.

The purpose of authorizing initiation is to check the viability, desirability and achievability of the project before committing funds and resources to initiate it.
Towards the end of Starting up a Project, the Project Manager will request authorization for the funds and resources required to initiate the project.
The Project Board members consider the authorization based on two documents, the Project Brief and the Initiation Stage Plan (see the diagram).

It is important to understand that, at this point, the Project Board is only authorizing the work of project initiation.
The project as a whole is not being authorized.
In practical financial terms, this may mean that the likelihood of the project, and a provisional budget, may have been agreed - but it is only the funding for the initiation stage that is being released to the Project Manager.

What is the Project Brief?

The purpose of the Project Brief is to make sure that there is a common understanding of the business purposes of the project, its scope, the risks involved, and its likely governance requirements before detailed project planning gets under way in the initiation stage.

Reviewing and approving/rejecting the Project Brief helps to counter the first of two major project management risks at this point - that the wrong project will be planned.

What is the Initiation Stage Plan?

Also at this point, the Project Manager submits a Stage Plan for the initiation stage, a mandatory stage in PRINCE2®.
The Initiation Stage Plan not only communicates the necessary management and planning activities required during initiation, but also counters the second of the two major project management risks - that the planning activity during initiation may, itself, run out of control.

The project’s stakeholders (business, user and supplier interests) may still have markedly different views on the detailed approach to be adopted or the solution required.
This can lead to protracted debates, false starts, impasses and/or uncertain commitment.
The control framework included with the Initiation Stage Plan will ensure that any loss of momentum is highlighted and managed.

All references above are in Directing Successful Projects with PRINCE2 unless stated otherwise.

PRINCE2® is a Registered Trade Mark of the Office of Government Commerce in the United Kingdom and other countries.

This product contains EVERYTHING in the publications:

Managing Successful Projects with PRINCE2 - 2005 edition
Managing successful Projects with PRINCE2 – 2009 edition
Directing Projects with PRINCE2.
plus:
The Complete Project Management package.

And much more besides - at a fantastic price.